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Welcome Rotarian Welcome to District 6650 Rotary Foundation Grant webinar. This web-based educational program is designed to review the Rotary Foundation Grant process and get your club qualified to receive District Grants. District 6650 requires your club President-Elect and Foundation Chair or an appointed club member to complete this interactive educational seminar to participate in Rotary District and Global Grants. Please complete this registration information before beginning.
After registering, please scroll down and view the informational Slides, read the discussions, and watch the videos of Tim as he presents the Rotary Foundation Grant webinar. You may have to answer questions to move forward through the presentation. You can return to this website and continue the Webinar where you left off, review information, or send us messages at any time. Note, If you do not register, your club will NOT receive credit for completing the webinar.
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Discussion Welcome to our Rotary District 6650 Grant Management webinar. Thank you for taking time to learn about the Rotary Foundation Grant process. This Rotary Grant webinar is designed to educate you on the Grant requirements of The Rotary Foundation and qualify your club for both District and Global Grants. Qualification is necessary to assure that funds are appropriately accounted for and is required by The Rotary Foundation. You may be required to answer questions to move forward through this presentation. Please try to do your best to answer questions correctly, but don't worry, no grades are assigned. Note, Local Grant Application is due May 15. See Document Panel at right to print. Grant webinar participants will learn:
In order to be qualified to manage Rotary Foundation Grants, our District requires each club to have the President-Elect and the Foundation Chair or an appointed club member complete this webinar. Rotary Grants provide a way for Rotarians to make a difference in their communities and around the World. The Rotary Foundation was established in 1916 by Arch Klumph who said, "There should be a realization that Rotary is greater than any one man in it, or any single club; Rotary is not a local movement but a world force..." Rotary provides two main types of Foundation Grants:
Rotarians in the 47 Rotary Clubs in our District take good advantage of donations made to The Foundation each year through Local District Grants. Our local clubs choose the projects. Current projects improve children's literacy, provide scholarships, assist the homeless, and make community improvements. Funds for Local District and Global Grants come from donations made by Rotarians to The Rotary Foundations's SHARE program. Donations are shared between local and global activities. Funds are collected by The Foundation, held for 3 years to help offset management expenses, and then returned to the District for Local and Global Grant usage. Our District is very involved with 'Doing Good in the World', the moto of The Rotary Foundation. These are some of our District's Global Grant activies. Qualification is the process that your club establishes to ensure compliance with Foundation policies, avoid misuse and mismanagement of grant funds, and ensure that their members have the appropriate training and resources. The Rotary Foundation depends on proper Grant management to assure projects are successful. These measures establish proper stewardship controls and enable clubs to maintain qualified status. Clubs that fail to comply risk losing the ability to participate in the Foundation grants program. All clubs who wish to participate in Local District or Global Grants must be qualified and sign the Memorandum of Understanding (MOU). Before Grant funds can be requested for a project, each participating Rotary club and your District must be qualified by The Rotary Foundation. This ensures that the clubs are aware of all Rotary requirements before receiving funds. By reviewing and interacting with this Webinar, you are completing the first step toward qualification for your club. Your role includes sharing this information with fellow club leaders and members. The second step is to have the club President and President-Elect sign and submit the club Memorandum of Understanding (MOU) discussed on the next few slides. Club officer responsibilities include implementing policies and procedures for qualification and Grant management within the club. The officers must appoint at least one club member to manage the implementation of the club Memorandum of Understanding (MOU). Club officers are also responsible for limiting and disclosing any potential conflicts of interest. An undisclosed conflict of interest impedes transparency, leaving the Foundation and Rotarians vulnerable to potential misuse. Developing and implementing a financial management plan is essential to proper oversight, good stewardship, and consistent administration of grant funds. The financial management plan should include detailed, club-specific procedures that are reviewed regularly. Your club must maintain a low-interest or no-interest bank account that only the club controls in order to receive Rotary grant funds. Each open Grant for which the club receives funds should have its own account that is used solely for receiving and disbursing grant funds. By establishing a separate account, clubs are able to better manage the oversight and recordkeeping of Grant funds. In addition, your club must have a succession plan for the signatories on the account to ensure a smooth transition of information and documentation when signatories change Your club must fulfill all Foundation reporting requirements for global grants. Clubs must submit progress reports every 12 months from the time a grant is paid until the final report is accepted and final reports within two months of completing the grant project. In addition, clubs must meet their district's requirements for reporting on district grant funds. Failure to report on grants can result in a club being unable to participate in the Rotary grants. Your club must establish a document retention system for documents related to qualification and Rotary grants. The system can be a combination of electronic and physical files that best fit the needs of the club. Documents which must be retained include bank statements, receipts, club qualification materials, and procedures relating to the Memorandum of Understanding (MOU). Maintaining documents helps clubs comply with local laws, ensure transparency, and better prepare for grant reporting, audits, and financial assessments. By maintaining these documents, the club will be able to quickly respond to requests by the Foundation, the district or Rotarians. Once a club successfully completes the qualification requirements, the club will receive qualified status for one Rotary year. All club members must understand that the club as an entity is responsible for the use of Grant funds. The club must disclose any conflicts of interest in compliance with the Conflict of Interest Policy as outlined in The Rotary Foundation Code of Policies. The club must cooperate with any and all site visits, reviews, and audits. Misuse of Grant funds could result in suspension of the club's qualification status. Failure to implement the club Memorandum of Understanding (MOU) could result in a loss of qualified status. In order to maintain qualified status for one year, clubs must:
This session will provide guidance for designing a Rotary Grant project. The learning objectives of this session include:
Most successful Rotary Grant projects address a community need and provide a sustainable outcome to the beneficiaries. Rotarians should consider partnering with community members and local organizations who may provide added expertise, but all projects must be managed by Rotarians. The project implementation plan should be shared with partners and beneficiaries. Proper stewardship of funds requires a financial management plan before any money is received. Conducting a Needs Assessment should be an early part of the Grant design process. Determine:
Your needs assessment should act as guide during the project design, planning, and implementation. Involve the community because greater community support and involvement can lead to a more sustainable and lasting impact. Partners can include additional Rotary clubs, Rotary Districts, The Rotary Foundation, and non-Rotary organizations. Together, these groups can assist in implementing projects which could not be done alone.
Rotarians must manage all projects that receive funding from The Rotary Foundation. Both the host sponsor and international sponsor must have committees of three Rotarians to manage the project. Roles and responsibilities should be assigned to everyone on the committees. There must be plans for managing funds and implementing the project. The budget should include details and a timelines for the purchase and distribution of goods, training, and any other activities. Have a contingency plan in case something goes wrong. Consider your liability to ensure that your club is protected in case something goes wrong. Set up a process for retaining documents related to the Grant before funds are received. The budget should be realistic and comprehensive to ensure adequate project funding. When choosing a supplier, the Grant committee should use a competitive bidding process to ensure the highest quality goods at the best prices and should keep records of all submitted bids. The Grant committee must disclose any potential or real conflicts of interest related to the budget. Conflicts may exist as long as they are recognized, reported, and do not involve inappropriate usage of funds. Project goals should be measurable so you can determine the impact of the project. Both qualitative (descriptive) and quantitative (numeric) goals should be included. One way to define a sustainable goal is to consider a project which changes a behavior or causes a gain in knowledge, then ensure that the project components directly support these goals. Start with baseline data from a needs assessment, then set concrete project goals, and finally determine how and when you will measure your results. This session will discuss the application process and implementing a Grant. The learning objectives of this session are:
There are two types of Rotary Foundation Grants:
Rotary clubs and districts apply to The Rotary Foundation for a Global Grant using online form at www.rotary.org. To be eligible to receive a Global Grant, the project must:
The District must confirm that the Rotary club is qualified to receive the Global Grant. The six areas of focus of The Rotary Foundation are:
Each area of focus has specific goals to refine projects to meet real community needs. To be sustainable, a project or activity must meet a community need and continue to have an impact after the initial Grant funds are expended.
The Grant process involves an online application at www.rotary.org. Before beginning the application process, consider the project contacts, title, area of focus, implementation plan, and budget. Rotary staff can assist with questions about the application through a messaging function within the Grant application system. This will help you ensure that your application is complete before submitting it. Depending on the project's budget and complexity, there may be multiple steps to the Grant review process. Once the Grant is approved, the primary contacts from the partner clubs will receive formal notification. The Club President and/or District Rotary Foundation Chair must authorize the legal agreement to implement the Grant. Financing Guidelines: The minimum total budget for a Rotary Foundation Global Grant project is US $30,000. Clubs and Districts can contribute to the financing of a Global Grant using:
Additional Financing Guidelines:
A conflict of interest exists when a Rotarian may benefit financially or personally from grant activities. This can be either direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits).
Associates can include family members, friends, other Rotarians, personal acquaintances, colleagues, and business partners. Note, an actual or perceived conflict of interest does not necessarily disqualify a Rotarian from participation in a Rotary grant. Rotarians must disclose any conflicts of interest on the grant application. If Rotarians aren't sure whether a particular situation is a conflict of interest, they should talk with their grant officers. Eligibility for participation will be determined case by case upon disclosure of the conflict of interest. Communication is crucial to a successful implementation. The Rotary club must implement a financial management plan for Grant funds, including:
Detailed records will simplify reporting on the use of Grant funds, responding to inquiries, and increasing the transparency of how Grant funds are managed. Note, for Global Grants, any changes to the scope or budget of your project requires Rotary's approval. For District Grants, please notify your District Foundation Chair. Conducting an evaluation helps assist your club with reporting requirements, determines the success of the project, and identify areas for future improvement.
This session will discuss oversight and reporting of Rotary Foundation Grants. Foundation Grants require care in managing funds and maintaining appropriate records. Doing so will assist with reporting requirements. The learning objectives of this session are:
Clubs must follow standard business practices for managing Grant funds. Good stewardship is achieved by putting systems in place that create club-wide awareness of the use of funds. Widespread knowledge helps prevent mismanagement. Irregularities or misuse of Grant funds should be reported immediately. Submit timely, complete, and accurate reports to demonstrate good stewardship of funds to the Foundation and all Grant partners. Remember, donor's confidence depends on quality, oversight, transparency, and accountability in managing funds. Each Rotary club should have a club-controlled bank account used only for Grant funds with separate accounts for each Local District Grant and Global Grant. Have a plan in place to transfer custody of the club's account in case a signatory is no longer able to perform his or her duties. It is important to have a plan for distributing and tracking funds. Expenditures should be made using a traceable method such as a check or a bank card. Keep track of transaction details. All Grant documents should be accessible to The Rotary Foundation, partners, and your Rotary club. Consider a binder, computerized file system, or scanned documents on a shared network. Documents must be retained for a minimum of five years - or longer if local law requires it. Grant Reporting is a key component of proper stewardship and management.
Note, when a club has completed the Grant project evaluation and maintained records in accordance with the club Memorandum of Understanding, completing the Foundation's reporting requirements is simple. Progress reports must be submitted within 12 months of receiving the first Global Grant payment and every 12 months there after. The final report must be submitted within two months after completing the project or activity. Unused Grant funds may be used for additional eligible and Foundation-approved expenses. Changes to a project must be approved by Rotary. Any unused funds must be returned to Rotary and will be credited to the World Fund. The District may impose additional requirements which might include:
Global Grant Reports should document partnerships, activities, project and area of focus goals, the spending of funds, and number of beneficiaries. Your District and Rotary have lots of information available to assist in Foundation Grants.
Congratulations and thank for taking part in the webinar to become qualified for Rotary Grants. These are the final steps:
Please contact Dr. Peter Apicella with questions, comments, and concerns. This webinar is an evolving presentation and will be improved through your comments. An email has been sent to you detailing this information. Thank you. Peter L. Apicella, M.D., DRFCC Question Does this Grant Management webinar really require me to answer questions before moving forward? YES NO Yes, you may be required to answer questions to continue. After selecting the answer, please click the CONTINUE button to move forward. No grades are given. Who does the District require to take part in this Grant Management webinar? Club President President-Elect Foundation Chair or appointed member Club President-Elect and Foundation Chair or appointed member Both the Club President-Elect and Foundation Chair or appointed club member will have to complete this Grant webinar for your club to be eligible for Grants. Your club President and President-Elect must also sign the Memorandum of Understanding (MUO) as will be discussed in Session 2. Who founded The Rotary Foundation?
Paul Harris Bill Gates Arch Klumph Warren Buffett Arch Klumph from the Rotary Club of Cleveland founded The Rotary Foundation in 1916. Which type of Rotary Grant provides funds for small-scale short-term activities in our communities that our local clubs can choose the project? Community Grants Local District Grants Global Grants Packaged Grants Local District Grants fund small-scale, short-term activities that address needs in your community and communities abroad. In District 6650, local Rotary Clubs choose projects for our Local District Grants? YES NO Yes, Local District Grants projects are selected by our Rotary clubs to provide important projects in our communities. Where do we get our Rotary Foundation Grant funds (very common question)?
Donations to the Rotary Foundation SHARE program Donations to Polio Plus Donations to local charities Donations by other Districts Rotary Foundations's SHARE program provides funds which are shared between local and global activities. Funds are collected by The Foundation, held for 3 years to help offset management expenses, and then returned to the District for Local and Global Grant usage. Do you know how your Rotary club can be involved in these Global Grants? YES NO Whenever a Grant is being developed, your District Rotary Foundation Committee Chair will notify your club to consider a donation. Please have your Rotary Club Board consider even a small donation which will get matched by Rotary to assist with the project. Is qualification required? YES NO All clubs who wish to participate in Local District or Global Grants must be qualified and sign the Memorandum of Understanding (MOU). What is the Memorandum of Understanding (MOU)? Agreement between The Rotary Foundation and your club defining requirements to receive Grants. A document which must be signed in order to participate in Rotary Foundation Grants. BOTH OF THE ABOVE The Memorandum of Understanding (MOU) is an agreement between The Rotary Foundation and your club defining requirements to receive Grants and must be signed in order to participate in Rotary Foundation Grants. Who must sign the Memorandum of Understanding? Club President and President-Elect Club President and Secretary Foundation Chair Two Club Members Club President and President-Elect must sign the Memorandum of Understanding. Club officers can delegate responsibility for the Rotary Grant process to a club member? TRUE FALSE FALSE, the club member can manage the club Memorandum of Understanding, but the club officers are ultimately reposible to the Foundation. What does the financial managment plan do?
Assists with oversight Provides good stewardship Ensures proper administration of grant funds All of the above The financial management plan is essential to proper oversight, good stewardship, and consistent administration of grant funds. Do I really need multiple accounts to receive Rotary Foundation Grant funds (very common question)?
YES NO Yes, each open Grant for which the club receives funds should have its own account that is used solely for receiving and disbursing grant funds. Are reports to the Foundation important? YES NO Yes, timely, complete, and accurate reports demonstrate good stewardship of funds to the Foundation and all Grant partners. What are the benefits of retention of documents? Helps clubs comply with local laws Ensure transparency Prepares for grant reporting, audits, and financial assessments ALL OF THE ABOVE Maintaining documents helps clubs comply with local laws, ensure transparency, and better prepare for grant reporting, audits, and financial assessments. How long is the Grant qualification period? 1 year 5 years 10 years until the Foundation Chair retires 1 year is the period a club will remain qualified to receive Rotary Grants. This is to ensure that incoming leadership is aware of the requirements. Should a club consider a committee with staggered terms help manage club qualification? YES NO A committee with staggered terms is recommended for increased transparency, oversight, and continuity. Any and all club members can sign on to this website to learn about the Grant process. Click CONTINUE to move forward. Which are important aspects of Rotary Grant projects? Address a community need. Provide sustainable outcome. Proper stewardship of funds. All of the above. All of the above. The Grant should address a community need, provide sustainable outcome, and ensure proper stewardship of funds. What is the benefit of a Needs Assessment early in the Grant design process? Keeps everyone busy with extra paperwork Makes it harder to identify potential partners Acts as a guide during project design, planning, and implementation. The Needs Assessment acts as a guide during project design, planning, and implementation. Global Grants require an international partner? True False Yes, Global Grants require an international partner. How many members are required for the Grant committee? One Three Five Whole Club Three members are required from the host and international sponsoring clubs. The bidding process is unnecessary since Rotarians do such good work, they will be given the best price for things? YES NO No, the Grant committee should use a competitive bidding process to ensure the highest quality goods at the best prices and should keep records of all submitted bids. Project Goals: Should be measurable. May be both descriptive and numeric. Should be sustainable. All of the above. All, Project goals should be measurable, both descriptive and numeric and sustainable. Click CONTINUE to move forward. Local Grants are overseen by the District? YES NO Yes, Local Grants are overseen by the District. Fund availability is based on Rotary Foundation SHARE donations 3 years prior. These are the funds which come back to the District for local projects. What is the minimum budget of a Rotary Global Grant? $10,000 $30,000 $50,000 No minimum US $30,000 is the minimum total budget of an International Rotary Grant project. Must Global Grants be in one of the six areas of focus for consideration? YES NO Yes, Global Grants must be in one of the six areas of focus and meet at least one goal of that focus for consideration. Is sustainability import to The Rotary Foundation? YES NO Yes, a project or activity must meet a community need and be sustainable and continue to have an impact after then initial Grant funds are expended. What if I need help with the computer aspects of the online Global Grant application? Click around until things work. Ask your club nerd. Give up. Ask Rotary for help through the messaging function. Rotary staff can assist with questions about the application through a messaging function within the Grant application system. Is the Rotary Grant Review process easy? YES NO No, but Rotary will work with your Grant committee to assure everything is in place to have a successful Rotary project. This may take time. Remember, the District has a number of members who have negotiated the Grant process with great success, and these Rotarians are willing to help. Contact Dr. Peter Apicella, Rotary Foundation District Committee Chair for help. When Rotarians donate money toward a Global Grant, what is the Rotary Foundation match?
District Designated Funds are matched dollar for dollar Rotarian Cash Contributions are matched 50 cents to the dollar Non-Rotarian Cash Contributions are matched 50 cents to the dollar ALL OF THE ABOVE Donations made to Global Grant Projects are matched dollar for dollar for District Designated Funds and 50 cents to the dollar for Rotarian and non-Rotarian cash contributions. Are International Partners required to donate funds? Yes, $30,000. Yes, at least 30% of total sponsor funding. No, $0 required. No, donations are unlimited and not restricted. Yes, International sponsors are required to provide at least 30 percent of the total sponsor funding. Since Rotarians follow the 4-Way Test, there are no risks for Conflicts of Interest in a project? YES NO Rotarians have a reputation for professional integrity. Addressing and preventing conflict of interest helps preserve this reputation for the club, district, and The Rotary Foundation. By freely disclosing any direct or indirect association with the grant project, Rotarians help ensure fair process and transparency in the use of Foundation funds. The Financial Management Plan includes each of the following items, except:
Separate bank account Plan to transfer custody, if necessary Plan to disburse funds Method to use funds for other Grants, if needed The financial management plan includes separate bank account, plan to transfer custody, if necessary, and a plan to disburse funds with appropriate record keeping. Funds from each account can only be used toward that specific approved Grant. Why bother with a conducting an evaluation? Helps assist your club with reporting requirements Determines the success of the project Identify areas for future improvement All of the above The Grant evaluation helps assist with reporting requirements, determines the success of the project, and identify areas for future improvement. What do you think a Rotary donor's confidence depends upon? Quality Oversight Transparency Accountability ALL OF THE ABOVE Donations to The Rotary Foundation come from donors with confidence on the quality, oversight, transparency, and accountability of Rotary. Clubs must follow complex business practices including using accountants and lawyers to manage Grant funds? YES NO No, standard business practices must be followed. Good stewardship is achieved by putting systems in place that create club-wide awareness of the use of funds. Most commonly asked question: Do I need a separate account for each Grant? YES NO Yes, sorry, we know there may be added costs, but to prevent co-mingled funds and improve tracking of transactions, all Local District Grants and Global Grants MUST have their own separate bank accounts. How long do I need to keep documents? 1 year 3 years 5 years based on local laws Maintain documents at least 5 years, or longer if local laws require it. Grant Reporting is a key component of proper stewardship and management. YES NO Yes, quality Grant reporting documents success of the Grant and helps guide future Grants. When is the final Grant report required? At the completion of the project. Within 2 months of completion Within 1 year of completion No final report is required Within 2 months of project completion, the final report is due. Which item is not required to be documented in the final Grant report? Partnerships Goal evaluation Spending of funds Lack of benefits Global Grant Reports should document partnerships, activities, project and area of focus goals, the spending of funds, and number of beneficiaries. Click CONTINUE to move forward. Thank you for taking part in this webinar. If you registered, you will receive an email with additional information.
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